Best Copy Machines for Small Businesses

The copy machine is more than a gathering place to catch up with coworkers. It’s an essential operational tool for small businesses, providing efficiency and information management in the workplace. With so many options available, it can be overwhelming to find a machine that meets the specific needs of your small business. We’ll take a closer look at some of the best copy machines for small businesses and provide our top picks to help you make an informed decision.

Why investing in a quality copy machine matters

Before diving into our top picks, let’s examine why investing in a quality copy machine is crucial for small businesses. A reliable copier can enhance productivity by streamlining document management tasks such as printing, scanning, and copying. A modern copy machine can also save time and reduce costs through advanced features such as wireless connectivity, mobile printing capabilities, and energy-saving modes.

Key features to consider when choosing a copy machine

When selecting the best copy machines for small businesses, several key features should be considered:

Print quality: Look for machines that offer high-resolution printing to ensure professional-looking documents.
Speed: The pages per minute (PPM) rate should be considered to find the right balance of cost and speed for your needs.
Functionality: Many modern copiers are multifunctional devices that combine printing, scanning, faxing, and copying capabilities.
Connectivity options: Copiers today can facilitate easy access from multiple devices.
Cost of consumables: Consider the price of toner or ink cartridges as well as maintenance costs over time.
Size and design: Depending on your office space constraints, choose a machine that fits comfortably without compromising functionality.

If you aren’t sure which features you need, here are a few questions to ask yourself.

Five questions to help find the best copy machine for your small business

1. Do you need color or black and white?

Which areas of the company are doing most of the copying – is it sales and marketing or accounts payable? Is most of the copying needed done in color or black and white? The type of copies you need can indicate what type of copier to invest in.

2. How fast do you need it to copy?

Look for PPM to indicate how many pages per minute the printer can output and compare that to your volume of copying and business needs.

3. What paper size do you need?

Different printers handle different paper weights and sizes. If legal-size documents are the largest your organization copies, you may not need a copier that can handle larger size paper.

4. What are your security and networking needs?

Do you have multiple locations or employees working remotely? It’s vital to think about how information moves through your organization and the security of your data.

5. Where will it be located?

What is the best location to meet the needs of your organization? How much space do you have to work with in finding the right machine to meet your needs?

Our top picks for best copy machines for small businesses

The copiers on this list have similarities with some of their key features like data security and mobile printing options that we know are often a necessity in today’s small business environments. But they differ slightly in some of their capabilities. Depending on your needs, we feel confident one of these top picks will enhance your small business operations.

1. Canon Image Runner Advance DX C259if

The Canon Image Runner Advance DX C259iF was designed for small to medium-sized businesses. It’s a space-saving multifunction solution that doesn’t compromise on features.

Key Features:

Fast print speeds up to 25 PPM
Advanced security features including user authentication and secure printing
Easy mobile printing options
Will handle up to 8.5x14” legal-sized paper

This model excels in both performance and security—making it one of our top recommendations for businesses that need a reliable and secure color printing solution in a space-saving design.

2. Canon Image Runner Advance DX C3926i

For those who need a reliable color printer with advanced document handling and security features, the Canon Image Runner Advance DX C3926i is an excellent choice. It offers similar features to the C259if previously mentioned, but it’s designed for slightly higher volumes and enhanced integration with larger group workflows.

Key Features:

Fast print speeds up to 26 PPM
Advanced security features including user authentication and data encryption
Easy mobile printing and additional finishing options
Will handle up to 11x17” sized paper

This model is one of our top picks for businesses that need a dependable and secure color printing solution with advanced document management capabilities.

3. Ricoh IMC300F

For those who need a compact yet powerful multifunction color printer, the Ricoh IM C300F is a great choice. It has a small footprint but is one of the fastest in its category for small to medium-sized businesses.

Key Features:

Fast print speeds up to 31 PPM
Advanced security features including user authentication and secure print release
Easy mobile printing options via Ricoh Smart Integration
Will handle up to 8.5x14” legal-sized paper

This compact model offers scalable document handling that can grow with your business needs—making it one of our top recommendations.

4. Ricoh IM C3010

With flexible document management solutions, the Ricoh IM C3010 is designed for businesses that may need to scale their operations. It’s a versatile option with robust security features and a high-quality output.

Key Features:

Fast print speeds up to 30 PPM
Advanced security features including user authentication and data encryption
Easy mobile printing options
Additional finishing solutions and paper drawer configurations
Will handle up to 11x17” sized paper

This model excels in both versatility and security—making it one of our top picks for businesses that demand reliable performance and advanced document handling capabilities.

5. HP E50145 Single Function Printer

Last, but not least is an efficient black-and-white printing option, the HP E50145 single function printer. It’s ideal for businesses that don’t require color printing but do require high-speed, high-volume printing.

Key Features:

Fast print speeds up to 45 PPM
Advanced security features including secure boot and run-time intrusion detection
Easy mobile printing options
Smaller size fits into tight spaces

This model excels in size and speed—making it popular with businesses that specifically have high-volume black-and-white printing needs.

The best copy machine is the one that serves your needs

Choosing the right copier can significantly impact your business operations by enhancing productivity while keeping costs manageable. To find the best copy machine for your small business, you first must take a hard look at your organization’s needs. We hope this guide helps you navigate through your options effectively!

As a managed print provider, EO Johnson will conduct an on-site evaluation of your printing needs and workspace. Our team of printer and copier experts will help you find the best copy machine for your small business.